New Employee Orientation: Checklist for Best Practices

Starting a new job can be exciting and scary in equal measure. A well-structured new employee orientation program is the best way to make a great first impression, reduce employee turnover, and set the stage for long-term retention.

Whether your onboarding process is for in-person or remote employees, an effective orientation ensures new team members feel welcomed, informed, and ready to succeed in their new roles. This new employee orientation checklist from Mosey will help you create a standout experience.

Why Does New Employee Orientation Matter?

The first day of work is a critical moment in the employee onboarding process. It’s an opportunity for your HR management to introduce new hires to your company’s mission, values, and goals.

A successful new hire orientation can boost employee engagement and clarify job responsibilities, company policies, and expectations. An in-depth process builds confidence and strengthens connections in your workplace culture, which is key for employee retention and competency.

What Should You Do Before Day One?

Preparing ahead is the most important part of ensuring your orientation runs smoothly. The more you accomplish ahead of time, the easier an employee’s first day will be.

Here’s what you should do before day one:

Prepare New Hire Paperwork: Ensure all new hire paperwork is ready, including tax forms, direct deposit information, and confidentiality agreements.
Create Internal Accounts: Provide access to necessary tools and software, especially for remote employees.
Register for Payroll Accounts: Don’t forget your payroll accounts, especially if your new hire is in a new state! You can track and complete your payroll compliance requirements with Mosey. Automate tax registration to open the right set of accounts at the right time based on where your employees are located.
Set Up Their Workspace: For on-site employees, prepare their workspace with essential tools, equipment, and supplies. For remote employees, schedule IT setup sessions if needed.
Share a Welcome Packet: Include a handbook of company policies and an overview of the orientation process. You can even add a personalized welcome letter or video from the CEO or their manager.
Coordinate With the Team: Inform co-workers about the new hire’s arrival. Assign a mentor or “buddy” to help the new employee navigate their first week.
Prepare Their Schedule: Create a detailed itinerary for the first day of work, including orientation sessions, an office tour, and regular check-ins with the HR team.

It’s always a good idea to touch base with new hires before their first day to ask if they need anything.

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What Should HR Provide on Day One?

Day one is a chance to make a positive first impression. A new hire’s first day at work is their formal introduction to their coworkers and supervisors, so everyone should be prepared to help them find their footing.

Here’s everything HR should provide on day one:

Warm Welcome: Greet the new hire and introduce them to their new team members. Share a welcome gift (like a company coffee mug) to reinforce the idea that they’re part of a team.
Orientation Session: Kick things off with an overview of your company’s mission, values, and goals. Provide an introduction to the company culture and work environment.
Office Tour or Virtual Walkthrough: For on-site employees, provide a tour of the office, including common areas, meeting rooms, and amenities. Remote employees can benefit from a virtual walkthrough of digital tools and systems.
Introduce Key Contacts: Schedule meetings with managers, team leads, and cross-department collaborators. Encourage co-workers to welcome the new hire and answer their questions.
Job-Specific Training: Begin training sessions tailored to the new hire’s role and responsibilities. Provide access to job-specific resources and guides.
Review Perks and Benefits: Discuss the benefits enrollment process and explain how to access resources. Include information about FSA or HSA accounts if you offer them.
Review the Rest of Your Employee Handbook: Highlight key company policies, such as the dress code, attendance, and communication guidelines. With Employee Handbooks from Mosey, you can create a helpful and compliant handbook that automatically notifies you of updates when laws change.

Consider different learning styles when introducing new employees to their new roles. Some people learn best by watching others, while others might prefer trying things for themselves to understand how they work.

What Should Be Provided in the First Week?

A new hire’s first week is all about building connections and competencies.

Here’s how:

Clarify Expectations: Review job responsibilities and performance goals in detail. Align the new hire’s objectives with company goals.
Facilitate Employee Engagement: Organize team-building activities or informal lunches to help the new hire connect with their co-workers.
Create a Two-Way Street: Encourage feedback on their onboarding experience to identify areas for improvement. What would make their experience easier or better? Use their input to strengthen your onboarding process going forward.
Provide In-Depth Training: Schedule role-specific training sessions and hands-on practice opportunities. Offer access to learning modules, workshops, or mentorship programs. If your training program relies heavily on virtual learning, make sure a real person is available to answer frequently asked questions (FAQs).
Offer Regular Check-Ins: Schedule one-on-one meetings with managers to discuss progress, address concerns, and set priorities. Include touchpoints with the HR team to evaluate the onboarding process.
Leverage Company Tools: Offer comprehensive training on software, tools, and systems the new hire will use daily. Provide templates or cheat sheets to make the learning curve more manageable.

Be open to suggestions. New hires may ask questions about things you hadn’t considered before. Allow them to help you refine the process — it’s their first opportunity to have their voice heard in your workplace.

What Happens After an Employee’s First Week?

Once it’s time to take the training wheels off, help new hires find momentum. It may take a month or two for them to become completely self-sufficient in the workplace, so plan to nurture their talent with ongoing support.

Here’s how you can help them after their first week:

Set Milestones: Define goals for the first 30, 60, and 90 days of employment. Celebrate achievements and recognize progress.
Encourage Long-Term Engagement: Schedule follow-up orientation sessions to revisit the basics. Offer opportunities for new hires to provide feedback and suggestions.
Promote Continued Learning: Introduce new hires to development programs, certifications, or skill-building opportunities. Encourage participation in cross-department projects to broaden their understanding of the organization.
Monitor Retention Metrics: Track the success of your employee onboarding process through metrics like retention rates, employee turnover, and engagement surveys.
Create a Supportive Environment: Encourage open communication between new hires, managers, and peers. Maintain an inclusive and supportive work environment that reflects your company’s mission and values.

Some employees will adjust quickly, while others may need a little more time. Even employees who are slow to adapt may still be excellent fits for your organization, so be patient and willing to provide a helping hand.

What Tools Can Help Create a Seamless Orientation Process?

Leveraging HR and orientation tools can simplify the onboarding experience for HR teams and new hires alike.

Consider the following:

Onboarding Checklists: Ensure all tasks are completed efficiently, from new hire paperwork to training sessions.
Orientation Schedules: Create structured agendas for day one, the first week, and beyond.
Feedback Forms: Collect insights about their experience to refine your new hire orientation program.
Learning Platforms: Use online tools to deliver training modules and track progress.
Mosey: Our compliance automation helps you track relevant laws and compliance deadlines. Our platform can automatically detect state and local requirements based on your new hire’s location.

The more you can automate and streamline, the more time your HR team will have to provide impactful, one-on-one support. While you focus on getting your team up to speed, Mosey is running in the background keeping your company on the right track in every location.

Set New Hires Up for Success With Mosey

An effective new employee orientation is more than a one-time event. Instead, it’s an ongoing process that lays the foundation for employee engagement, retention, and success.

By focusing on creating a welcoming and informative onboarding experience, companies can help employees transition into new positions.

From the first day of work to the first weeks and months, every step in the orientation process helps shape a positive working environment. Schedule a demo with Mosey today to learn how our tools can upgrade your onboarding.

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